Transaction Coordinator VA

We’re seeking an experienced Virtual Professional based in Latin America for a fully remote Transaction Coordinator VA role.

Applications that include an introduction video will be prioritized. Due to the fully remote nature of this position, candidates should be comfortable communicating through video calls and working independently in a remote environment.

Role Title

Transaction Coordinator VA

Role Summary

You will own day-to-day transaction coordination for LVN Real Estate as the company’s only dedicated Transaction Coordinator.

Your job is to keep every active transaction accurately tracked, properly documented, and moving forward. You will maintain the master transaction tracker, monitor EMD, inspection/IT, closing, and other transaction deadlines, manage the dedicated transaction inbox, maintain transaction files in Google Drive, keep Google Calendar aligned with the transaction tracker, and proactively follow up when information or action is missing.

You will work across Sales, the Operations Manager, COO, CEO, and external transaction parties. When something is incomplete, inconsistent, delayed, or approaching a deadline, you are expected to identify it, follow up, communicate the status, and escalate when management involvement is actually required.

This is an independent execution role, not a task-by-task administrative support position. You will receive established SOPs, Loom videos, checklists, and guides, but you are expected to determine what needs attention without waiting for someone to tell you what to check next.

The current workload requires approximately 40–45 hours per week dedicated to transaction coordination. This is not a combined Transaction Coordinator / Executive Assistant position.

Requirements

Core Responsibilities (REAL-WORLD EXECUTION)

Transaction Tracking & Deadline Management

• Maintain the central master transaction spreadsheet as the reliable source of current transaction information.
• Update property and transaction information whenever deal details change or new information is received.
• Track EMD dates, inspection/IT dates, closing dates, and other transaction-specific deadlines for every active transaction.
• Review upcoming deadlines and identify open items before they become overdue.
• Follow up with the appropriate person when a required item is missing or unresolved rather than simply recording it as incomplete.
• Update transaction records promptly when timelines change so Sales and leadership are working from current information.
• Keep transaction information organized and understandable for authorized stakeholders who need to assess deal status.

Transaction Inbox Management

• Actively monitor the dedicated transaction coordination inbox for new requests, documents, deadline changes, and issues requiring action.
• Review incoming messages and determine whether they require documentation, follow-up, coordination, escalation, or no further action.
• Organize communication threads so important requests, deadlines, and transaction documents can be located and acted on.
• Coordinate responses and follow-ups with the appropriate internal or external party based on the established workflow.
• Identify messages that require an Operations Manager decision and surface the issue with enough context for the manager to act.
• Do not allow important transaction requests to sit unresolved simply because ownership is unclear.

Document Management

• Store transaction documents in the appropriate Google Drive location as they are received.
• Keep transaction files organized as deals move through the pipeline.
• Check transaction files for missing or incomplete information when reviewing deal activity.
• Follow up when required transaction information or documentation is missing.
• Maintain files so authorized team members can locate the current information without reconstructing the transaction history.

Calendar & Critical Date Management

• Maintain transaction deadlines and closing-related dates in Google Calendar.
• Compare calendar information against the central transaction tracker and correct discrepancies when identified.
• Update calendar dates promptly when transaction timelines change.
• Monitor upcoming milestones and communicate relevant timing issues to stakeholders before they become urgent.
• Do not allow the transaction tracker and calendar to become competing versions of the truth.

Internal & External Coordination

• Serve as the frontline point of contact for transaction-related coordination.
• Communicate transaction updates with Sales, the Operations Manager, COO, CEO, and other involved stakeholders.
• Coordinate transaction-related communication with external parties according to established workflows.
• Use the dedicated TC Slack channel to provide updates, ask questions, communicate issues, and escalate exceptions.
• When escalating an issue, explain what happened, what is missing or at risk, what follow-up has already occurred, and what decision or assistance is needed.
• Maintain proactive communication rather than waiting for leadership to discover a delay or missing item.

Transaction Visibility & Accountability

• Keep central transaction records current enough that Sales and leadership can rely on them to understand deal status.
• Communicate changes, risks, missing information, and approaching deadlines before they create avoidable problems.
• Take coordination ownership of assigned transactions from active tracking through closing-related milestones.
• Maintain consistent communication across the remote team so transaction status does not depend on informal conversations or individual memory.
• Identify workflow gaps or recurring coordination issues and raise them when they materially affect transaction execution.

Requirements (Non-Negotiable)

• Able to independently manage a high volume of transactions, deadlines, documents, stakeholders, and communication threads at the same time.
• Able to work as the company’s only dedicated Transaction Coordinator without requiring daily task-by-task direction.
• Strong written and verbal English communication sufficient for concise internal updates and professional external communication.
• Demonstrated experience in Transaction Coordination, project coordination, project management, operations, or another role involving comparable deadline-driven coordination.
• Previous real estate Transaction Coordinator experience is preferred, but direct TC experience is not mandatory when transferable coordination experience is strong.
• Able to accurately enter, review, reconcile, and update dates and transaction information.
• Able to identify missing, inconsistent, or outdated information rather than simply entering what is provided.
• Able to prioritize competing deadlines without losing track of lower-volume details.
• Demonstrated follow-through on outstanding items.
• Comfortable proactively following up instead of waiting for repeated instructions.
• Able to distinguish routine coordination from exceptions requiring management involvement.
• Able to learn and execute LVN Real Estate’s established process using SOPs, Loom videos, checklists, and guides.
• Must be dependable during the company’s normal business-day schedule.
• Must be comfortable participating actively in meetings and communicating proactively in a remote, async environment.
• Must be available for US-aligned work hours as required by the client.

Tools

• Google Workspace / G Suite
• Transaction Coordination Email Inbox
• Asana
• Slack
• Google Drive
• Google Calendar
• Central transaction spreadsheet

What We Actually Care About

• You notice what is about to become a problem before someone else has to point it out.
• You keep the tracker, calendar, inbox, and transaction files aligned instead of treating each system as a separate administrative task.
• You follow an unresolved item until there is a clear outcome, owner, or escalation.
• Your updates allow leadership to understand what changed, what is at risk, and what needs attention without asking you to reconstruct the situation.
• You can handle multiple active transactions without losing deadlines or small but important details.
• You know when to act independently and when an exception genuinely requires management involvement.

What This Role Is NOT

• Not a passive data-entry role where your responsibility ends after updating the spreadsheet.
• Not a role for someone who needs a manager to provide a daily list of transactions and tasks to check.
• Not an Executive Assistant role combined with occasional transaction coordination.
• Not a role where you simply forward emails or report missing information without following up.
• Not a role for candidates who are uncomfortable owning a high-volume coordination workload independently.

Application Instructions

To apply, submit:

1. Your resume.
2. A brief explanation of your most relevant transaction coordination, project coordination, project management, or operations experience.
3. Identify the systems you have used to track deadlines, documents, and follow-ups.
4. Answer this practical question:

You are reviewing the transaction tracker at 9:00 AM and notice that an inspection/IT deadline is approaching, the required documentation is not visible in the transaction folder, and the latest email thread does not clearly show who is responsible for the missing item.

What would you do next?

Give your answer as the actual sequence of actions you would take, including what you would update, who you would contact, and when you would escalate.

Generic answers such as “I would communicate with the team and follow up” will not demonstrate the required level of execution.

Benefits

• Paid Time Off
• HMO
• Fully Remote Work

Originally posted on Himalayas